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Transaction Editing System (TES) Workfiles

Centricity® Business 4.3

MSU HealthTeam Training and Education (M-F 8a – 5p)

Melody Frye 517-432-0898 melody.frye@ht.msu.edu

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Course Objectives

After completing this course, you will be able to:

Edit encounters and transactions in a work file.

Edit registration information within a work file

Change the Status of an edit

Inquire into encounters.

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Introduction to TES

The Transaction Editing System (TES) is a front-end transaction suspense system designed to capture, evaluate, correct, and extract charge and claim transactions into the Centricity Business Billing and Accounts Receivable application.

TES helps to streamline workflow and prevent incomplete or incorrect information on insurance claim forms by:

Allowing information be entered as it is available.

Testing for missing or incorrect information.

Filtering transactions into work files for efficient editing.

Allowing transactions to be edited for completeness and retested before they are entered into BAR.

TES performs edit evaluations to check the data entered at two points.

TES checks each encounter with the attempt to file the encounter.

TES checks encounters during a nightly edit evaluation.

TES provides two options for correcting charges.

TES prompts for edits for each encounter with the attempt to file the encounter.

TES allows the encounter to be filed with the edit to be worked through a work file at a later time to streamline charge entry and to assign the work files to individuals with specific knowledge about the information needed to edit and complete the transaction.

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Terminology

Below is a list of terms commonly used in TES:

Term Description

T E S Acronym for the Centricity Business Transaction Editing System. TES is a charge suspense file that checks data entered up front before they ever enter BAR.

B A R Acronym for the Centricity Business Billing and Accounts Receivable system. Once TES transactions and encounters are clean and have no edits, they are extracted into the BAR application and filed into the receivables.

T E S E d i t System edits are built in the system in order to check data entry. Edits can be specific to a department or specific to a FSC, such as Medicare.

B a t c h Encounters can be batched into a logical grouping for balancing and editing purposes.

W o r k f i l e TES Edits can be worked through TES work files. A work file is a logical grouping of TES edits.

E n c o u n t e r An encounter is usually related to a patient voucher or visit. In BAR, it is called an invoice.

T r a n s a c t i o n A voucher or encounter can contain many transactions or services. A transaction is a CPT code entered on the encounter.

H e a d e r The encounter header contains visit level information related to all transactions.

A c t i o n C o d e One character code that allow you to enter more information.

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TES Flowchart

Enter Data(Activity 1)

Collect Data fromInterfaces*

Batch Header

Encounter:Registration Level, Encounter Level, Transaction Level

TES checks encounters for Correctness Run Edit Evaluation(Activity 5)

Optional Third-PartyCheckers (nightlyevaluations only)

Medicode

Edit Conditions Set up Edit Conditions(Activity 4)

Is the encounter correct and complete?Extract to BAR orMCA (Activity 5)

Edit Encounter(Activity 2) Fix Now?

Assign Encounter to Workfile (Activity 4)

*TES assigns datacollected frominterfaces directly toencounters. Users donot see suchtransactions unlessthey need editing.

Yes

NONO

NO

Yes

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TES Editing

When an encounter is filed, TES automatically checks the data entered against a set of user-defined edit conditions that have previously been entered into the system. Any problems that TES uncovers at this point can be fixed immediately, or the encounter can be filed for someone to fix the edit at a later time. This allows for a more efficient workflow of continuing entering data without having to stop to research incorrect or missing information.

The ability to “save” edits is the core of TES’s efficiency. TES edits are either worked at the time of charge entry or may be sent to a work file to be worked on later by a specialist or another unit. In this document edits are worked in a work file.

For a complete list of the TES edits MSU will be using, please refer to the Appendix at the end of this document.

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Signing into the TES Module

Once you have logged on to the Centricity Business system, Click on TES Workfiles on the Vertical Tool Bar.

To enter a work file:

Click on the look up button to the right of the “Work file:” field and select the work file to be worked from the list displayed. The work file name, number or Mnemonic could also be entered into the field.

Select a work file and click OK.

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TES Function Menu Once the work file is entered, the action code menu displays at the bottom of the screen.

Your TES Activity menu may have different options than those shown above, depending upon your security access.

Work files will consist of encounters (a visit) and one or more transactions (services provided such as an office visit and an injection. Some Edits are worked on both the encounter (header level) and a transaction level. These will be discussed later in this document.

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Editing TES Encounters and Transactions

Highlight an encounter listed in the work file by pressing the up or down arrow or clicking on the line of the encounter and then pressing enter. (Note: The patient name is a hyperlink and will take you to the registration pop up screen.)

Use the action codes displayed at the bottom of the screen to perform the desired action.

To see what the encounter is in the work file click on the “Q” action code to display the edit(s).

Highlight the work file encounter and click on “Q” action code. Note this work file one encounter with one transaction.

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The Edit Selector Screen will display all edits connected to the encounter

To view the detail regarding a particular edit, highlight the edit and click on the “D” action code button at the bottom of the screen.

When you have viewed the Edit detail, click “OK” to return to the edit list screen.

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In the above example the edit requires a registration edit action.

Click on action code “A” to add the patient’s address, city, state and zip code. The following pop-up box appears. Enter 1 in the Selection field and click “OK”. You will be taken to demographic registration where you will enter the information needed and save by clicking OK. This completes the actions to clear edit for the encounter.

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TES encounter edits that include multiple transactions (services).

Sometimes encounters that contain edits may have multiple transactions.

Again, highlight the encounter and click on action code “Q” to display the edits.

This encounter has one edit for transaction #1

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Click on D to display the edit description

This edit description instructs to contact referring provider for state license number. The link on the Vertical Tool Bar in Centricity Business can also be used to access the National Provider Registry for the state license number. The license number can be sent to HIT through an e-mail or the Provider Information page in Patient Demographics can also be used to complete the fields for an update request.

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Some encounters in a work file have edits for multiple transactions. These may require editing a “header” (Action Code “E”) and editing one or more transactions within the encounter (Action code “C”).

The following screen shows encounter 1067 has 2 transactions with edits. The encounter is highlighted and then action code “Q” is clicked on to display the edits.

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Here is the edit description of this encounter where there are multiple transactions with edits.

Note : Transaction 1 has an edit for missing address.

Transaction 2 has 2 edits, one for missing address and one for missing referring provider

The first edit for missing address can be corrected by using Action code “A” to edit registration and add the missing address. This will resolve the edit that displays on both transactions 1 and 2.

The edit for ”Referring Dr Required For Lab” needs to be corrected on Transaction 2 for the encounter (not transaction 1) and on the header of the encounter. Click “OK” to return to the action codes to fix the edit.

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Example of an edit requiring a correction at the “Header” and Transaction”Level.

Transaction 2

With the Encounter highlighted Click on action code “E”, Edit Header.

The following screen “Encounter Details” will display

Enter the referring providers last name in the” RefPhy:” field and click OK twice.

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You are now back to the screen that displays the encounter that has an edit.

Click on action “E” Edit Transaction making sure you have correct encounter still highlighted.

Click “OK”

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The Transaction Detail Screen will display. Note: The first transaction displays but remember it did not have an edit for missing referring physician.

Click on the down arrow on your keyboard and the second transaction displays.

Here you will enter the last name of the Referring provider in the field indicated.

Click “OK” twice. The edit is fixed. You are on the Work File Patient/Encounter Selection screen. Work remaining encounters not yet worked. Then Click OK to exit.

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Additional Action Codes Available When Editing from Work Files

Work files are groups of edits that have been organized for efficient editing. Some work files will include only certain types of edits, and some may include only those edits in encounters created by specific users.

The action codes for the Encounter/Transaction Editing screen are described in the table below.

Action Code: Description:

1 - M o v e E n c o u n t e r Moves an encounter from one patient account to another

A - E d i t R e g Edits patient registration information, such as demographic, insurance and case data.

B - M o r e A c t i o n s Displays the following additional action codes:

B-Batch Totals

o Displays summary totals for a selected batch.

o This action code only works when you display the P a t i e n t / E n c o u n t e r S e l e c t o r by using the B a t c h f i l t e r to first select a batch.

W-Work file Totals

o Displays summary totals for a selected work file.

o This action code only works when you use the Work file filter to first select a work file to display the P a t i e n t / E n c o u n t e r

S e l e c t o r .

C - E d i t

T r a n s a c t i o n s

o Allows you to edit transactions within an encounter

E - E d i t H e a d e r Opens the T E S H e a d e r S c r e e n for editing.

TES checks the encounter and displays the E d i t C o n d i t i o n s

s e l e c t o r if it finds errors.

I - I n v o i c e I n q u i r y Displays BAR invoice information for the patient.

If no invoice exists, the system will display an error message.

M - M o v e E n c o u n t e r Moves the TES encounter to another patient.

P - P a t i e n t I n q u i r y Displays the information from F u n c t i o n 4 9 - P a t i e n t I n q u i r y .

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Action Code: Description:

Q - D i s p l a y E d i t s Displays the E d i t C o n d i t i o n S e l e c t o r S c r e e n , which lists open edit conditions for this encounter.

R - V i e w R e g Views the patient registration information on this patient.

S - C h a n g e E n t

S t a t u s

Changes the status of the encounter.

T - E n t T o t a l s Displays summary information about the encounter.

The system will display:

o the number and dollar amount of the original transactions entered

o open transactions o extracted transactions o deleted transactions o transactions on hold o transactions with unresolved edits o transactions forced to BAR o clean transactions waiting for extraction o transactions edited from their original amount o purged transactions o current transactions.

V - V i e w H e a d e r Views the H e a d e r S c r e e n .

W - W o r k f i l e s Displays a selector list of work files that apply to a selected encounter.

X - D e l e t e

E n c o u n t e r

Deletes the encounter, providing all transactions in the encounter have been deleted first.

If you try to delete an encounter that contains transactions or has been extracted, TES displays an error message.

Y - A u d i t T r a i l Displays the H e a d e r A u d i t T r a i l S c r e e n . The A u d i t T r a i l displays the screen as it appeared each time you filed the encounter, allowing you to see a history of changes made to the encounter.

Use the up and down arrow keys to view earlier versions and return to later versions.

Z - D i s p l a y T r a n s Displays the T r a n s a c t i o n S e l e c t o r S c r e e n for the encounter.

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A few of the most common action codes that are used for editing purposes are detailed below:

Editing Registration Information

o Highlight the encounter to edit. o Enter or click on action code A (or click on the patient name hyper link) o The selection pop up screen will appear.

o Select: 1 ) R e g o n l y , 2 ) F S C s o n l y 3 ) C a s e o n l y 4 ) A l l o Edit the necessary information o Click on OK to file the changes or Cancel to exit the registration area without saving

changes. The system will return to the E n c o u n t e r S e l e c t o r screen.

Editing Header Information

o Highlight the encounter to edit. o Enter action code <E > o Edit the necessary fields. o Click OK to file the changes. If any edits are found upon filing, the E d i t

C o n d i t i o n selector will display the encounters. o Select an Edit Condition. o Press <D> to view a description of the edit. o Click OK to return to the edit screen to make corrections. o Click OK to file the encounter and return to the Encounter Selector without making

further edits.

Move Encounter

o Enter a new patient name.

o Press Tab.

o At the A r e y o u s u r e y o u w a n t t o m o v e t h e e n c o u n t e r prompt, enter <Y >.

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o Press OK to file the change.

Displaying Edits

o Highlight the encounter to view the edit conditions.

o Enter action code <Q >

o Highlight the edit conditions to view description of the edits.

o Press <D >.

o Press OK to display the next edit selected.

o Press OK to return to the E d i t C o n d i t i o n s s e l e c t o r s c r e e n . OK will also return to the E d i t C o n d i t i o n s s e l e c t o r s c r e e n after the last edit condition is selected.

Changing the Encounter Status

o Highlight the encounter to view its status.

o Enter action code <S >

o Click on Magnifying Glass to display a list of the valid options. Select option

o Click to accept the change or Cancel to leave this form without changing the encounter status

Viewing Header Information

o Highlight the encounter to view the header information.

o Enter action code <V >

Once in the Header screen you can move to different TES Data Screen pages by using the <P a g e > or <arrows>

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Transaction Selection Screen

Click on action code Z - D i s p l a y T r a n s .

.

Transaction Selector Screen

Select a transaction by highlighting the transaction you want to view the detail on, and press the <E n t e r > key to select it.

Click on the action codes V to view the T r a n s a c t i o n D e t a i l screen for the selected transaction, or use one of the action codes at the bottom of the selector screen to edit or view transaction information.

Transaction Selector Screen Action Codes Action codes at the bottom of the T r a n s a c t i o n S e l e c t o r S c r e e n give you a variety of editing options.

The action codes for the T r a n s a c t i o n S e l e c t o r S c r e e n are described in the table below.

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Action Code: Description:

C - C h a n g e M u l t i p l e T r a n s Opens the T r a n s a c t i o n Q u i c k C h a n g e F o r m for the selected transactions.

Makes multiple changes at once to more than one transaction at a time.

Be careful using this form. TES does not display the old values of any of the transactions you are editing. It is easy, therefore, to make changes that you do not intend to make to some transactions.

E - E d i t T r a n s Displays the T r a n s a c t i o n D e t a i l e d i t s c r e e n for the highlighted transaction.

M - M o v e T r a n s Moves the transaction to another encounter for the same patient.

Q - D i s p l a y E d i t s Displays the E d i t C o n d i t i o n s s e l e c t o r list for the highlighted transaction.

S - C h a n g e T r a n s S t a t u s Change the status of the transaction.

V - V i e w T r a n s Displays the T r a n s a c t i o n D e t a i l s c r e e n for the highlighted transaction.

X - D e l e t e T r a n s Deletes the selected transaction.

Y - A u d i t T r a i l Displays audit trail screens for the transaction. The audit trail displays the transaction screen as it appeared each time you filed the encounter, allowing you to see a history of changes made to the transaction. Use the <U p

A r r o w > and <D o w n A r r o w > keys to view earlier and later versions.

Note that you can view, but not edit information in audit trail screens.

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Send Back Work Files

A send back work file is a work file that holds encounters that are being returned from the billing unit requesting additional or corrected information for a charge received in their unit with missing or incorrect information. The charge will be sent back to you via a “Send Back” work file. This work file is worked based on the comment attached to the patient’s encounter regarding what is needed from the clinic in order to process the claim form.

Click on the send back work file for your clinic and click the yellow “OK” button.

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The encounters sent back by the billing unit will be listed in your work file.

A zero means no procedure code exists

Procedure code exists

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Click on action code “E” (Edit Header) and click the page arrow left twice to view the Encounter Header Comments.

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On the Encounter Level Comments screen, the comment will describe the information that is needed by the billing unit in order to process the charge (claim).

After retrieving the requested information, click in the comments area and press enter until you are below the comment. Enter the missing information and date stamp it by holding down the “Ctrl” key and pressing “T”. Enter your initials after the date and time.

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Page back to the “TES Encounter/Transaction Editing – Main” screen

Click in the “Send Back to Dept (Y/N):” box twice to remove the check mark. Enter “Y” in the “Is this the pt” box. Click OK two times. Your response has now been sent back to the billing unit. Move on to the next patient.

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